Human Resource Coordinator

Job Description

The Department of Family Medicine has an outstanding opportunity for a Human Resource Coordinator to join their team.

About this Opportunity

Reporting to the Human Resources Manager of Staff, Student, and Resident Affairs, the Human Resource Coordinator is responsible for providing administrative coordination and logistical support for human resources activities within the Department of Family Medicine. This position supports both Staff and Faculty Human Resources Managers by assisting with recruitment coordination, onboarding logistics, personnel documentation, and HR record management.

The Department of Family Medicine includes multiple divisions, academic programs, clinical sites, and research units operating across the WWAMI region. The Human Resource Coordinator plays an important role in supporting departmental HR operations by coordinating scheduling, tracking personnel processes, maintaining HR records, and assisting with recruitment and onboarding activities.

This role supports both staff and faculty human resources processes by coordinating HR workflows, maintaining tracking systems, and ensuring documentation and records are organized and accessible. The position serves as a key logistical support resource to the HR team, helping ensure personnel activities across the department run efficiently.

Key Responsibilities

• HR Operations Coordination – 75%
  • Coordinate scheduling and calendaring for HR-related meetings, interviews, onboarding sessions, and faculty or staff personnel discussions
  • Schedule candidate interviews and coordinate interview logistics including meeting invitations, room reservations, and candidate communications
  • Coordinate onboarding schedules for new employees including orientation meetings, introductions, and required onboarding sessions
  • Assist with preparation and distribution of onboarding materials and new hire information
  • Track onboarding progress and maintain onboarding checklists to ensure required steps are completed
  • Coordinate offboarding logistics including scheduling exit meetings and updating internal tracking systems
  • Maintain departmental HR tracking tools and spreadsheets related to recruitment, hiring status, onboarding progress, and personnel actions
  • Maintain personnel files and electronic employee records in accordance with University record retention guidelines
  • Scan, file, and organize HR documentation including appointment letters, personnel forms, and employment records
  • Monitor shared HR email inboxes and route inquiries to the appropriate HR manager
  • Assist with preparation of HR correspondence and documentation for staff and faculty personnel actions
  • Coordinate signature routing for HR documentation and maintain organized records of completed forms
  • Prepare HR-related reports or summaries using spreadsheets or database tools
  • Maintain departmental employee directories and HR contact lists
  • Assist HR managers with tracking timelines for personnel actions such as faculty reappointments, staff hiring processes, and onboarding activities
• Recruitment and Hiring Coordination – 15%
  • Schedule candidate interviews and coordinate interview logistics with hiring managers and search committees
  • Communicate interview schedules and logistics with candidates
  • Maintain recruitment tracking spreadsheets and assist with organizing candidate materials
  • Assist with preparation of recruitment documentation and hiring correspondence
  • Coordinate meeting space or virtual meeting logistics for recruitment activities
• Staff and Faculty Process Support – 10%
  • Assist with coordination of faculty and staff personnel processes including appointments, reappointments, position updates, and employment changes
  • Track timelines related to staff and faculty personnel actions and maintain departmental tracking systems
  • Coordinate document routing and signature collection for personnel documentation
  • Maintain staff and faculty personnel records and departmental tracking databases
  • Assist HR managers with preparation and organization of personnel documentation and correspondence

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

• High School diploma or GED certificate and two years of office/clerical experience including at least six months of experience in a human resources or related setting.

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

Preferred Qualifications

• Experience supporting human resources operations in an academic, healthcare, or large organizational environment
• Familiarity with University of Washington systems including Workday
• Experience coordinating recruitment, onboarding, or personnel processes
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and maintain accurate records
• Ability to maintain confidentiality and handle sensitive personnel information

Working Conditions

• Hybrid work environment (approximately 80% remote, 20% in-person)
• Requires frequent computer use
• Requires coordination across multiple stakeholders
• May require flexible hours during peak operational periods

About the Team

The Department of Family Medicine is a large and complex academic department with faculty, professional staff, classified staff, trainees, and student employees working across multiple programs and clinical locations. The Human Resource Coordinator plays an important role in supporting HR operations that enable the department’s clinical, education, and research missions.

Compensation, Benefits and Position Details

Pay Range Minimum:

$45,288.00 annual

Pay Range Maximum:

$57,480.00 annual

Other Compensation:

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

SEIU Local 925 Nonsupervisory

About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 .

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .